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Design & theorySMART criteriaBaselineMonitoring indicatorsQuantitative indicatorsQualitative indicators

Indicator Design

Indicator Design
Also known as: Developing evaluation indicators、Performance indicators、KPI design

Specify the desired change through definitions, sources, collection methods and timing. Check not only indicator values but also what they represent and what they do not. [1]

Indicator design worksheet — openReferences and checked sections
Difficulty
Intermediate
Cost
Low
Duration
Illustrative estimate (adjust for scale and staffing): half a day to 2 days (after evaluation questions and the logic model are completed)
Content updated: 2026-10-07Source checked: 2026-09-13 (includes AI cross-checking)No documented human reviewIncludes fictional examples

How it works at a glance

Indicators summarize features of activities, outcomes and context. When selecting them, check alignment with what you want to measure, repeatability using the same procedures and whether collection burdens remain feasible. [1]

For proportions, define the numerator, denominator, population included and measurement timing. Check the suitability of existing indicators for the target population, and record interpretation limits for proxies of changes that are difficult to measure directly. [1]

SSpecificSpecificMMeasurableMeasurableAAchievableAchievableRRelevantRelevantTTime-boundTime-boundBaselineValue at program startSet a targetTargetValue you aim to achieve
SMART is one approach to checking objectives. Record each indicator’s definition, denominator, source, and measurement timing, and manage baselines and targets separately. Do not record an unmeasured baseline as 0.

When to use it and when it is unsuitable

When to use it

  • Assigning measurement methods to each outcome element in a logic model or ToC
  • Specifying indicator fields in an evaluation design matrix
  • Developing a monitoring plan with regularly measured indicators for progress management
  • When grant applications or program plans require outcome indicators

When it is unsuitable

  • When program objectives remain unclear or undecided; clarify objectives first
  • KPI management that makes measurement an end in itself and neglects important changes absent from indicators

Participants, roles, and deliverables

Participants and roles

Evaluation officers, program officers and frontline staff to check measurability. Review by outside experts or statisticians is recommended.

Main deliverables

  • Indicator list with definitions, measurement methods, baselines and targets
  • Monitoring plan
  • Baseline survey plan

Implementation steps

  1. Confirm what to measure
    Compare outcome elements in the logic model or ToC with evaluation questions and list elements needing indicators. Organize them by inputs, activities, outputs and outcome stages.
  2. Identify candidate indicators
    Propose several candidates for each element. Consider both quantitative and qualitative perspectives and both participant changes and program processes. Refer to indicators from similar programs and literature.
  3. Assess and select using SMART criteria
    Assess candidates against SMART criteria, balance measurability, cost and feasibility, and select primary and supplementary indicators.
  4. Plan baseline collection
    Determine methods, timing and responsibilities for collecting each baseline. Consider alternatives, such as retrospective baselines, when data cannot be collected before program implementation.
  5. Set targets
    Use literature, similar programs and expert discussion to specify the level to achieve and by when. Unsupported ambitious numbers distort evaluation.
  6. Consider proxy indicators
    For outcomes difficult to measure directly, such as feelings, attitudes, rights awareness and social capital, consider proxy indicators and explicitly state their limitations.
  7. Compile the indicator sheet
    List each indicator’s name, definition, measurement method, frequency, source, responsible person, baseline and target, and integrate them into the evaluation design matrix.

Strengths and limitations

Strengths

  • Provides evidence for objectively demonstrating achievement and supports both accountability and learning
  • Combining quantitative and qualitative indicators captures the magnitude, nature and context of change
  • Links to monitoring to support adjustments during implementation

Limitations

  • Indicators may favor what is measurable, marginalizing important but difficult changes such as wellbeing and empowerment
  • Target setting can become overly political, with manipulation through easy, low targets
  • Measurement can become an end in itself, ignoring changes indicators do not capture

Common pitfalls

  • Selecting only easily counted activities and omitting important changes.
  • Treating an unmeasured starting point as 0.
  • Collectors use different definitions of the denominator or deduplication.
  • Too many indicators make sustained collection and use impossible. Select those needed for the questions.

Conditions of use and evidence

  • Record indicator definitions, measurement methods, collection frequency, numerators and denominators where needed, and limitations; pilot and revise them. [1]
Fictional example; not actual results

Measuring counseling contacts separately from progress toward applications

The following fictional example checks progress in a counseling accompaniment program monthly. The targets shown are proposals for this fictional plan.

Indicator nameDefinition (what to measure and how)Indicator type (quantitative / qualitative / proxy)Measurement method and toolsCollection frequencyData sourceBaseline (value or collection plan)Target (with deadline)Person responsible
Proportion proceeding with an applicationNumber of first-time counseling users needing support who begin application procedures within 1 month / number followed up. Record unknown status separatelyQuantitativeVerification form with the person’s consentMonthlyCounseling and follow-up recordsUse October as the first measurement because this is a new indicatorCheck the proportion whose status is known by December; discuss outcome targets after seeing the initial valueCounseling officer
Reasons for discontinuing an applicationCategorize reported barriers as eligibility requirements, paperwork, time, etc. Allow multiple reasonsQualitativeShort voluntary interviewMonthlyExperiences of people who discontinuedCollect from OctoberSelect responses to remediable barriers in DecemberEvaluation officer

Common errors in judgment

Common mistake

Dividing the actual number applying by the total number of counseling contacts

How to revise

Use the same participant unit for numerator and denominator

ReasonDifferent treatment of duplicates changes the meaning of the proportion.

Common mistake

Setting the baseline to 0 because no first measurement exists

How to revise

Record it as unmeasured and set the initial collection date

ReasonAn observed value of 0 and missing data are different.

Organize your thinking by writing

Indicator design worksheet

A practical template is available to fill in and print on A4 paper.

Open worksheet

Related practical guides

What is a logic model?How to develop evaluation indicatorsHow to write an evaluation planEvaluation methods for EBPM

Related methods

Logic ModelEvaluation Design MatrixKey Evaluation QuestionsLogical Framework (Logframe / LFA)

References and checked sections

  1. Rainbow Framework / Communication for Development guidance
    BetterEvaluation
    Section consulted
    C4D: Use measures, indicators or metrics, pp. 103–105
    How it relates to the text
    Record indicator definitions, measurement methods, collection frequency, numerators and denominators where needed, and limitations; pilot and revise them.
    Source checked: (includes AI cross-checking)

Editorial and checking information

Content updated: Source checked: (includes AI cross-checking)No documented human reviewIncludes fictional examplesEditorial policy and scope of checkingCite this pageReport a correction

How to cite this page

EvalCompass Editorial Team. “Indicator Design”. EvalCompass, updated 2026-10-07. https://evalcompass.jun-nakatani.com/en/methods/indicator-design/
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Change history
  • — Updated explanations to match sources and added method-specific fictional completed examples, judgment examples and a change log. Revised the completion condition on indicator numbers to assess purpose and collection burden consistently with the fictional example. Rechecked correspondence between completed examples and completion checks, and conditional procedures. Aligned SMART check status with undecided targets and feasibility.
  • — Made minimal corrections to categorical claims, fixed conditions or inconsistencies between the worksheet and examples based on content check FW-05. Preserved field numbers, order, labels and section structure. Did not change the verification status of unchecked materials.